French Speaking Executive Assistant Cum Office Manager at Bank of Africa Kenya Limited

Job Purpose: 

Reporting to the MD-PASS Kenya, Regional Director-East Africa & Ghana, the job holder will be responsible for providing efficient and effective administrative support to the Directorate as well as undertaking office management activities in close liaison with other stakeholders.

Key Responsibilities

Diary and meeting management 25% 

• Manage and maintain the EA MD’s day to day schedule.
• Highlight critical activities that require the EARD’s attention.
• Book and confirm appointments for meetings.
• Follow-up and confirmation of scheduled appointments.
• Oversee and coordinate all aspects of the EARD’s schedule.
• Co-ordinate conference and video calls as required.
• Plan, coordinate and minute scheduled strategic reviews and meetings; update the EARD on status of various initiatives to 

Office Management 10%

• Process payments in line with definedapprovals
• Manage office expenditure and budgets
• Manage office supplies and supplier relationships as a point of contact for procurement
• Organize induction programs for new employees
• Advise staff on company procedures

Travel Management 10% 

• Booking of all Bank staff air tickets with fare comparison across minimum of 2 Travel Agents.
• Co-ordinate visa processing on behalf of Directors and staff travelling to Kenya on mission.
• Manage overseas travel logistics.
• Per Diem processing for Executive staff.
• Process LPO’s and liaison with Finance to ensure ticketing invoices paid by 15th of following month.

Board meetings planning 10% 

• Assist in preparation of Board files in liaison with Company Secretary.
• Ensure all required logistics are in place prior to Board Meetings.
• Facilitate and prepare all logistics for Regional Group Board Meetings hosted in Nairobi.
• In liaison with procurement team, select suppliers for board meeting logistics, manage payment and reimbursement of board related costs.

Event and project management 10%

• Co-ordinate events for Bank e.g. teambuilding, cocktail and launches in liaison with required stakeholders (marketing department, suppliers) to ensure success.
• Follow-up on required actions to ensure event success.
• Provide innovative ideas to ensure events are unique and successful.
• Effective project oversight and control within timelines; coordinating team efforts to ensure delivery of projects.

Reports and Presentations 10% 

• Prepare reports and presentations as requested.
• Collate information from required stakeholders.
• Circulate reports as requested.

Communication 10% 

• Act as a link between the EARD and both internal and external stakeholders.
• Receive visitors and determine access to the EARD.
• Prepare response to correspondence from internal and external parties.

Minimum Knowledge, Qualifications and Experience required for this Role

• Degree in Business Administration, Secretarial or any other relevant qualification.
• Master’s degree is desirable.
• Must be French speaking
• Customer service experience.
• 3-5 years’ experience in Executive support and office management
• Proficiency in MS Office applications.
• Functional & Behavioural Competencies required for this Role
• Good communication skills
• Excellent planning and organizing skills
• Team work
• Customer service orientation
• Good analysis and interpretation skills
• Creativity and Innovativeness
• Ability to maintain Confidentiality
• Flexibility